Hotel Sales/Rooms Coordinator
Embassy Suites by Hilton San Rafael Marin County, San Rafael, CA
Under the direction of the Director of Sales, the Sales & Rooms Coordinator is responsible for answering all incoming calls, for greeting and directing guests to the appropriate sales department personnel, building and maintaining group blocks, local rates and inventory. Also responsible for keeping the Director of Sales and staff appropriately informed of all messages taken in their absence.ESSENTIAL FUNCTIONS: (include the following. Other duties as assigned.)
Answer in-coming calls and direct or handle appropriately.
Secure rooming lists, direct bill applications, tax-exempt forms, VIP names, VIP amenities and complimentary rooms in a timely manner for all incoming groups.
Type appointment letters, thank you letters, tentative bookings, etc. on a timely basis.
Answer calls and/or contact clients to follow up on specific information (room list, billing information, etc.). Follow through with reservations, front desk and accounting accordingly.
Conduct hotel tours when needed or appropriate.
Effectively complete all pre-convention documents for processing and distribution to all appropriate departments.
Monitor and manage room blocks according to contract utilizing group history reports and information given by clients to maximize hotel revenue, making adjustments as necessary.
Review sales contracts as well as other important information, i.e., room block, cutoff date, special concessions and attrition clauses and validate with client.
Check sleeping room and suite block, special room concessions and rates as outlined in contract, as well as updating systems with any changes.
Continually strive to facilitate effective communication lines with all departments for the good of the hotel and the good of the groups meeting here.
File sales files at the end of the day.
Prepare sales department mail for post office, as needed.
Prepare convention kits and collateral daily used in house and on sales calls, as needed.
Order office supplies, as needed.
Present a clean, pleasant, professional image to project a positive appearance to potential guests and clients.
Contribute and work as a "team member" in all facets of the position.
Perform other services and duties as requested by the Director of Sales and Marketing or the General Manager.SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Communication – Has both verbal and written skills, in order to effectively execute meetings and events this includes keeping the appropriate departments informed with BEO’s, group resume’s and other necessary information; actively listens to extract essential information in order to maximize revenue and execute successful meetings and events.
Advanced Organizational Skills - Ability to determine priority tasks and maintain strong attention to detail.
Computer Skills – Outlook, Word, ExcelPHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Must have the ability to lift/ pull/carry up to 20lbs regularly and up to 40 lbs occasionally.
Endure various physical movements throughout the work areas.
Remain in stationary position for extended periods throughout work shift.
Satisfactorily communicate with guests, management and co-workers to their understanding.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.QUALIFICATION STANDARDS:Education
High School Diploma or EquivalentExperience:
One to two years related experience and/or training.
Professional, service oriented demeanor